HOA Board Meeting Schedule | Minutes


 

2022
The Villages at Sleepy Hollow Homeowner's Association, Inc.

Board Of Directors HOA Meeting Schedule


March 7, 2022
Annual Meeting
[Registration 6:00 p.m. - 6:30 p.m.]
[Meeting 6:30 p.m. - 8:00 p.m.]           
 
May 9, 2022
 
July 11, 2022
 
October 11, 2022            
 
Budget Meeting



Unless notified otherwise, all meetings commence at 6:30 p.m. and are held at:

Cross Pointe Church of the Nazarene
27765 Nanticoke Road
Salisbury, MD 21801

All members of the community are encouraged to attend meetings.


 
Board of Director's HOA Meeting Minutes 
 
 

2021

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 11, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member At-Large) and Cathy Jennings (Non-Age Restricted).

o   Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Jarvis Cain, Julie Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker, Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers [13 Members present].

President’s Report:

·       Ice Cream Social: Rescheduling this event three times was not magical. We tried and tried but could not pull it off because of weather conditions. It is the Boards hope that we will be successful in securing a time next year to bring the community together.

·       Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make sure you are parking in the right direction. If the police happen to drive through the neighborhood or someone has called/filed a complaint, homeowners can be fined. (2) RVs or boats cannot be parked in the driveway or street for an extended period. (3) The City Police Department is responsible for street parking violations and may give a warning, however, they can issue a fine between $25-$40 for these violations.

·       Yard Sale: Had a wonderful day for this event with several homeowners within the neighborhood showing all their treasures for sale they no longer want or need.

·       Irrigation and Lawn Services: Robert expressed that the services this year has gone well and improved over the year. Delmarva Lawn Care is a small company, but they have been very responsive.

o   We have lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He would, however, ask Carl to perform an inspection and advise his findings/recommendations.

o   When it rains on Friday (our scheduled grass cutting day), do we have to wait until the next week to get the grass cut? If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the lawn contractor will cut it then. If it is too wet, you will see a delayed sequence. Carl monitors the weather constantly—if there is going to be a heavy rain Friday, he will cut on Thursday.

o   Last topic is the weed called nutsedge. In the past, the HOA was spraying for nutsedge which turned every yard brown. The problem with nutsedge is when you spray and kill it, you need to overseed in seven (7) days. There was no policy to overseed. The current Board took nutsedge out of the lawn and maintenance contract and advised homeowners at that time to contract a lawn service if they continued to have an issue with this weed.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 12th), we have had five (5) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

07/26/2021

07/27/2021

5917 Tappan

· Master Bathroom Window Removal

2.

07/31/2021

08/05/2021

6095 Tarry Town

· ARB Waiver Approved on Painting Shutters & Door

3.

08/12/2021

08/12/2021

6001 Fire Fly

· Repaint Shutters & Door; Paint Chip provided; No letter required

4.

09/02/2021

09/08/2021

5922 Tappan

· Approved Privacy Fence

5.

09/25/2021

09/28/2021

5970 Tappan

· Approved Shutter Painting

IMPORTANT NOTE for future reference regarding exterior painting of shutters and doors:

o   If you are painting like-for-like color, such as black for black, no ARB approval is required.

o   Any variation from the existing HOA approved color pallet, regardless of how close and without exception, the homeowner must supply the ARB Committee an exact color paint chip matching the desired hue when submitting their written request for approval. 

Secretary’s Report:

·       July Board of Director’s (BOD) Minutes: The Board unanimously approved the motion made by Wendy and seconded by Cathy, to approve the minutes from the July 12, 2021 meeting.

o   Action Item: Karon to redistribute the approved minutes to all the Board Members and update the Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on July 14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to the HOA’s Landscape Management Contract for a one (1) year extension to include the calendar year 2023. Delmarva Lawn Care planned to make a large investment in equipment to perform fertilizing and herbicide treatments in 2022 rather than contracting the work to an independent company. The contract extension would assist them in recapturing their investment. The Board acted by unanimous written consent to accept the request to extend the Landscape Management Contract dated 1-September 2020 to include an extra year for the period January 1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the same as in 2021 and 2022. All other terms and conditions remain unchanged and will continue in force through the denoted extension period. The Record of Executive Session minutes were distributed to the Board of Directors on July 16, 2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of October 10th showed combined assets in our checking and savings accounts at $282,876.02 (Bank of Delmarva [checking] $1,264.66; Money Market Bank of Delmarva [operating account] $93,095.28; Reserve Fund CD at First Shore Federal $134,909.45 and Reserve Fund [checking] at Bank of Delmarva $53,606.63). With an accounts receivable adjustment (-$1,175.60), the Total Current Assets are $281,700.42.

o   Wendy inquired as to what would cause the negative Accounts Receivable (AR) balance of $1,175.60? Money that has not been reconciled for payment of fees.

o   Action Item: Robert to get back to the Board on this issue. COMPLETED 10-21-2021

The HOA CPA reviewed the Balance Sheet. The negative AR amount was the result of (1) a homeowner who paid their 2022 HOA assessment in advance, and (2) other small credits. Robert will make an adjustment when the 2022 bills are processed in December.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– October 10, 2021) delivered to the Board reflected Total Income ($140,379.54) and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.

o   If you have a catastrophic event of some kind, like something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart from large-scale maintenance and repair projects, HOA reserve funds are used in case of unexpected damage and emergencies. We have $228K in reserve now. A reserve plan based on life expectancy of every component was initially set-up.

·       Annual Reserve Fund Contribution: The 2021 contribution of $16,321.00 was transferred from the Money Market Account to the Reserve Fund Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.

 

·       HOA Fee Delinquency Recap:   For July we had two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure. Robert reported that the account sent to collection was paid in full, including penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in foreclosure (HUD – reverse mortgage).

·       2022 Proposed Budget – Review and Approval: The Preliminary Budget and Budget Comparison was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made a part of these minutes].

o   Robert highlighted the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental ($40); Web Page ($384); (b) Decrease in annual Reserve Fund Contribution (-$1,679) ~~see note below re Addendum to Reserve Fund Analysis.

o   Are all sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area sidewalks; removal is done by the lawn care servicer.

o   An increase in the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of the lots in the community have been sold; total number of homes equals 193.

o   Assessment comparison from 2021 versus 2022 …

Dues Assessment

2021

2022

Age Restricted (90 homes)

$1,083

$1,076

Non-Age Restricted (95 vs 103 homes)

$   394

$   387

o   An Addendum will be generated and affixed to the Reserve Fund Analysis to show that no increase was required for the 2022 Reserve Contribution of $18,821 but was instead reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as $16,321. Karon requested a motion to approve the Addendum for a reduction of the 2022 Reserve Fund Contribution to $16,321 considering the interest to be received. The motion was made by Sue and seconded by Wendy.

o   Wendy complimented Robert on his preparation of the new budget and budget comparison.

o   Can we get a copy of the actual expenses versus proposed budget that shows what has been spent to date? The Treasurer presents the Board with a Profit and Loss Statement at each meeting that shows the actual expenditures compared to the budgeted amount. At year-end, homeowners receive a copy of the Profit and Loss Statement in their Annual Packet (sent by 31-January of the new year) which shows the revenues and expenses and resulting profit or loss over the previous calendar year.

Robert requested a motion to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded by Sue.

·       Robert hand delivered to each board member a copy of the Accountant’s Compilation Report for the year ended December 31, 2020, as prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.

Committee Reports:

·       Welcome Committee: Sue reported there have been 13 new homeowners move to Sleepy Hollow since the first of the year. She was also happy to report that the committee has secured new literature for the welcome bags!                                                

Unfinished Business:

·       Status Update – Delmarva Power – Vegetation Management Project: DP&L’s contractor, Asplundh Tree Service, completed the trimming of trees and/or other vegetation from the Pemberton 2 Substation at the back of Tappan Lane through DP&L’s right-of-way corridor along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed in mid-August.

 

·       Status Update – Storm Management Systems – Spraying Invasive Vegetation: Two bids for spraying invasive growth around the pond rip rap was offered by several companies and ranged from $5,000 or a yearly plan for 3 years. Presently our lawn service contractor is weed-whipping the areas and spraying dry rock with Roundup which is working very well.

New Business:

·       Tree Trimming – Storm Management Systems: Robert reported he is in the process of securing two (2) bids for tree services to do minor trimming around the front pond (wild willow) and any other pond that may have overgrowth.

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole). City workers look at it, put asphalt on top and within two weeks the hole/sink reappears. Mr. Williams suggested that Sue file the complaint via The City of Salisbury’s website – fill out the form and you get an acknowledgement. The issue is then tracked, and you can comment if the issue is not corrected and/or add a picture to highlight ongoing issues.

Do we send annual HOA bills via email? No; usually get complaints that they did not receive the bill.

Mr. Williams expressed his gratitude to Robert and the Board for getting rid of the geese. It has been a great pleasure walking outside and not having to watch every step he takes.

There being no further business, the meeting adjourned at 7:48 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for March 7, 2022. 

Minutes submitted by Secretary, Karon Dennis

“DRAFT” watercolor mark denotes unapproved Meeting Minutes

 

 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 12, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Cathy Jennings (Non-Age Restricted)Absent from the meeting were Sue Revelle (Member At-Large) and Wendy Bailey (Member At-Large)

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Amy Clark (Bennett), William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers.  [12 Members present].

President’s Report:

·       Resident Geese/Mallard DNR Update – 6/25/2021: We entered into an agreement with the Department of Natural Resources (DNR) regarding Wildlife Damage Management to try to prevent pollution in the ponds which we must combat with chemicals, and the potential impacts to human health in the community from the presence of goose nesting contributing to unacceptable accumulations of feces. Action took place on June 25th. Geese will return in a manner of time. If they accumulate in a large number, the board will consider taking a similar action.   Further, the DNR are looking at how we can mitigate the extreme number of mallards that we have (approximately 80). DNR advises against feeding. Refer to attached Exhibit (A) – Sign – YOU CAN HELP WATERFOWL.  Upon reviewing their recommendations, the board will do what they feel is best for the community and move forward.

·       Irrigation and Lawn Services: Robert expressed that the services this year appear to be going well. Occasionally something will fall through, especially with aging parts in the irrigation system. In a more proactive manner, we have instructed the irrigation contractor to replace any damaged part(s) they encounter.  Carl Cottingham, owner of the lawn service company, continues to be responsive when homeowners report issues. Robert reminded everyone about the procedure to report issues via the HOA website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will be initiated on the homeowner’s behalf by the HOA representative answering the phone.

·       City of Salisbury – Nuisance Trees or Plant Growth: The City Inspector was around the community and subsequently contacted the HOA about trees that would be considered violations because they are below the 7 feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition of nuisance tree or plant growth] Of the trees identified, the HOA was responsible for trimming one on the roadway on Cross Creek Drive and a couple of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they must duck their head to continue walking, we ask that they report its location on the website. A member of the Landscape Committee will look at the tree and take the appropriate action to get it trimmed.

·       Damaged Tree in Common Area on Pemberton Drive:  We lost a huge sycamore tree at the front pond on the frontage road (Pemberton Drive) during a recent storm. Adams Tree Service was contracted to remove the tree (cut and grind stump).

·       Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the growth needs to be cleared on the side of our community that backs up to the Pemberton 2 Substation (behind the cul-de-sac on Tappan Lane) and the property where the high line goes through. Robert reported that he signed a permission slip to have DPL and its contractors to enter onto the property to cut, trim and/or remove the vegetation. We are supposed to be notified when the work is scheduled to be done so that we can inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will strictly be done on the right of way. It is not known at this time when the work will commence. 

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 10th), we have had three (3) ARB requests submitted, reviewed, and approved. 

 

Date Submitted

Date Approved

 

Location

 

Description

1.

05/17/2021

05/17/2021

6096 Fuller Lane

·       Landscaping

2.

05/20/2021

05/25/2021

6038 Bell Creek

·       Swing Set Installation

3.

07/04/2021

07/05/2021

6095 Tarry Town

·       Repainting Shutters/Door–No approval required

o   Is there a list of colors for painting shutters and doors? There is no list of colors. Originally the paint came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams to match your color. If you have black shutters and you want to repaint them black, no ARB approval is required. Should you wish to paint your shutters outside of their original color, the color needs to be submitted to the ARB Committee for approval before the project commences.

o   If you are connected to another townhome (duplex), can you choose your own color? The Board hopes that both residents in the duplex (or quads) would agree to a color so the units would remain uniform. If the color is different from the current spec, a request for a new color should be submitted to the ARB Committee via email or post office box. 

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On May 23, 2021, we received an acknowledgement from new Board Member, Cathy Jennings, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021 recorded minutes distributed to homeowners via electronic mail on May 20th and posted on the website.

(1) Spelling correction in strikethrough and red under New Business: l Verification of Rear Property Lines / Concerns

o   Is that survey for one plot or for the parameter perimeter of the pond? 

(2)   A correction in wording under Open Discussion: Homeowners Concerns/Comments

o   Lawn care contractor seems to be better, but question getting them to lower the mower settings – worse thing you can do for clover a lawn.   

A motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as amended above. Motion was seconded by Cathy and stands approved.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 22, 2021, to review the Cooperative Service Agreement from the Department of Natural Resources (DNR) to cooperate in a wildlife damage management project for Resident Canada Goose Damage Management. The Board acted by unanimous written consent to accept the work plan from the DNR (not to exceed $3,346.64). The minutes were distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive Session minutes; seconded by Robert. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of July 11th showed combined assets in our checking and savings accounts at $310,029.05 (Bank of Delmarva [checking] $908.43; Money Market Bank of Delmarva [operating account] $96,492.44; Reserve Fund CD at First Shore Federal $134,570.26 and Reserve Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60), the Total Current Assets are $308,863.45.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64. 

·       HOA Fee Delinquency Recap:   We have two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.  

Committee Reports:

·       Welcome Committee: No status report was available at this meeting, however, we surveyed those new homeowners present to determine if they had been greeted by the committee. During the Open Discussion period of the meeting, Cathy captured the names of those new homeowners who had not yet been contacted by the Welcome Committee.                                                                                                

Unfinished Business:

·       City of Salisbury – Renewable Electricity Project – 2019: The streetlights within Sleepy Hollow were transitioned over to LED in conjunction with a renewable electricity project conducted by The City of Salisbury.  The City’s project started in October 2019 and stopped after completing approximately 75% of the conversion. They were able to resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age Restricted section of our community have now been converted to LED. The streetlights are City property; the cost of this conversion was borne by the City at no cost to Sleepy Hollow.

New Business:

·       Spraying Invasive Vegetation, as needed, in Ponds: (a) Robert reported he has been in contact with multiple contractors to get quotes for weed control in all five (5) ponds to include spraying all riprap rock (swales) and cutting back grasses and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just cutting weeds” is still ongoing. (b) While inspecting the ponds, it was discovered that the riprap was sinking in four (4) locations around Tappan, Bell Creek and Van Tassel.  To help stabilize the shoreline and prevent any further erosion, a motion to have our contractor repair/add riprap to each location at a cost of $500 per location (not to exceed $2,000) was made by Karon and seconded by Cathy to carry the motion. The cost to raise the swale would be borne by the maintenance of Stormwater Management Systems under our Reserve Fund.

·       Well #2 and #2B near Van Tassel – June: The two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to be replaced at a cost of $6,200. While the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid wash to clean all the dirt in the filter and screen that is 100 feet underground; this action corrected the water flow ($2,500). The main reason that underground piping fails is due to friction from trying to push too much water through or bad glue joints. Our irrigation contractor has adjusted for a 2 second delay so when the pump starts it does not get all the pressure at once.

·       Social Event – Ice Cream Truck: Robert reported we are trying to get an ice cream truck for a couple of hours in late August or early September.  Be on the lookout for an invitation!

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

What was the surveyor outcome in the dispute about a flower bed being on common area or the homeowner’s yard? The survey showed approximately 90% of the flower bed was within the homeowner’s property line and 10% was on common area. The homeowner will maintain the flower beds.

There being no further business, the meeting was adjourned at 7:19 p.m. 

·       Next Meeting: The next Board of Directors meeting is scheduled for October 11, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021

Exhibit (A)

Sign – YOU CAN HELP WATERFOWL